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May 10, 1999

To:Strategic Policies and Priorities Committee

From:City Clerk

Subject:Allocation Criteria for a Food Related Capital Grants Program

Recommendation:

The Municipal Grants Review Committee on May 10, 1999, recommended to the Strategic Policies and Priorities Committee the adoption of the attached report (April 29, 1999) from the Commissioner of Community and Neighbourhood Services respecting the allocation criteria for a Food Related Capital Grants Program, subject to amending section B. (2) of the Appendix A by adding thereto the following:

"(i)The geographic location of the activities."

City Clerk

R. Dyers/tl

Item No. 8

(Report dated April 28, 1999, addressed to the

Municipal Grants Review Committee from the

Commissioner of Community and Neighbourhood Services)

Purpose:

To report on allocation criteria for a capital grants program providing funding on an emergency basis for volunteers providing food to the homeless.

Funding Sources, Financial Implications and Impact Statement:

An amount of $100,000.00 has been set aside within the approved 1999 Consolidated Grants Budget for this program.

Recommendations:

It is recommended that:

(1)the Commissioner of Community and Neighbourhood Services approve applications for funding of $1,000.00 or less, subject to the criteria described in this report, and report such approvals to the Community Services Committee for information;

(2)applications in excess of $1,000.00 to a maximum of $30,000.00 be subject to the criteria described in this report and be forwarded to the Community Services Committee and Council for approval;

(3)the authority to sign Letters of Agreement with successful applicants, as required by the "City of Toronto Grants Policy", be delegated to the Commissioner of Community and Neighbourhood Services or their designates;

(4)all groups requesting funds be required to complete the Capital Grant application contained in Appendix "A" of this report; and

(5)the appropriate City officials be authorized and directed to take the necessary action to give effect thereto.

Council Reference/Background/History:

At the Board of Health meeting of January 29, 1999, it was recommended that Food Access Capital Grants be approved at the level of $500,000.00 annually. An evaluation of the Food Access Program in the former Toronto showed that as part of community food access programming, capital funds for community facilities and better food delivery systems increased community access to nourishing diets.

At the Budget Committee meeting of March 29, 1999, the Commissioner of Community and Neighbourhood Services was directed to report to the Municipal Grants Review Committee regarding allocation criteria for a possible capital grants program for food preparation and food distribution. Subsequently, at the Budget Committee meeting of April 6, 7, and 8, 1999, the Committee directed that "$100,000.00 be earmarked in the Consolidated Grants budget for the express purpose of providing capital funding, on a one-time only basis, for the purchase of refrigerators, ovens, etc., on an emergency basis for volunteers providing food to the homeless, the said funding to be at the sole discretion of the Commissioner of Community and Neighbourhood Services." This recommendation was approved by Council as part of the 1999 Operating Budget.

Comments and/or Discussion and/or Justification:

The capital grants program will consider requests for kitchen equipment to increase the capacity to prepare and distribute food and improve food safety, to replace inefficient and unsafe appliances and to purchase refrigerated vans and trucks to ensure safer distribution of perishable foods for a limited number of projects.

Organizations eligible for funding would have to meet the general criteria for receiving City grants as described in the "City of Toronto Grants Policy", plus the following specific criteria, based on those used in the former Toronto Food Access Grants Program:

Eligibility Criteria:

(1)The capital grant request must support the provision of food to people who are homeless.

(2)The capital grant request must be for improvements that make the delivery of food programs more effective, resulting in a measurable positive impact on the target population.

(3)The organization must demonstrate community involvement in design, fundraising and planning of the program of which the capital request is a part.

(4)The organization must be able to demonstrate that for any built-in capital equipment purchases, e.g., walk-in refrigeration, the building is owned by the applicant or the applicant has long-term rental security of at least five years.

(5)For requests for delivery vehicles, the organization must be able to demonstrate that sufficient revenues are available to properly maintain, operate, and insure the vehicle and that all drivers have the appropriate licence.

(6)Organizations must be incorporated not-for-profit agencies and must provide the City with a recent Audited Statement.

Given public health estimates of need, and the modest amount of money available, requests for funding of $1,000.00 or less will be disbursed on a first come, first served basis to those applicants meeting both the general and specific grants criteria. The application form contained in Appendix"A" will be made available once Council has authorized the recommendations contained in this report. The order of applicants will be determined by the date and time of receipt of completed applications. Once Council approved, a notice announcing the Food Related Capital Grants Program will be sent to all organizations on the grants and Public Health mailing lists.

Requests will be reviewed by staff to determine eligibility based on the program criteria and approved by the Commissioner of Community and Neighbourhood Services. A staff review group composed of representatives from Public Health, Purchasing, and Social Development will be established to review all applications. Applicants that do not meet the criteria will not be recommended for funding.

Requests for funding in excess of $1,000.00 will be reviewed by staff and recommendations made to the Community Services Committee. In light of the funding available, it is recommended that the maximum allocation under the program be set at $30,000.00. This would appear to be an adequate funding level given the Council direction that the funding be for the purpose of purchasing refrigerators, ovens, etc. Organizations requesting funding in excess of $1,000.00 may be required to submit three estimates for the capital purchase. A minimum of $50,000.00 will be reserved for requests of $1,000.00 or less.

The Council authority for this program includes a reference to the provision of capital funding on an emergency basis for "volunteers" providing food to the homeless. For the purposes of this program, organizations that utilize volunteers in the management, administration, fundraising, and/or delivery of food programs for the homeless will be considered eligible for funding.

Conclusions:

Specific criteria for a capital grants program for food preparation and food distribution are provided. Requests for $1,000.00 and below that meet the City of Toronto Grants Policy criteria and the criteria contained in this report will be approved by the Commissioner of Community and Neighbourhood Services. Requests greater than $1,000.00 up to $30,000.00 will be reviewed by staff with recommendations forwarded to the Community Services Committee and Council for consideration.

Contact Name:

Chris Brillinger

Tel: 392-8608

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Appendix A

Food Related Capital Grant Application

Please ensure that the information provided includes the following:

(A)Information on Your Organization:

(1)Legal Name of Organization Requesting Support

Address:

Contact Person:

Phone Number:Fax:

Alternate Contact:

Phone Number:Fax:

    1. Attach the following:

(a)List of Current Board of Directors.

(b)Organizational Chart.

(c)Type of Incorporation; a copy of your Articles of Incorporation; if Charitable, your Charitable Number.

(d)One-page History of the Organization.

(e)Your Organization's most recent Audited Financial Statements.

(f)Your Organization's Current Year Budget.

  1. Information on the Activity for which a Grant is Requested:

(1)Clearly state the amount of assistance requested.

(2)Briefly outline the proposal. Make sure you include the following:

(a)A detailed description of the equipment to be purchased.

(b)How the equipment will assist in the provision of your programs.

(c)The people who will benefit from the programs.

(d)How the programs are managed, including staffing, reporting requirements, financial accountability.

(e)How people will be involved in the planning, implementation and evaluation of the activity.

(f)Estimated starting and completion dates.

(g)How the activity will be evaluated.

(h)How other groups/organizations will benefit from the Capital Purchase.

(3)Provide a complete activity budget, including use and source of other income.

(4)Provide a list of all funding sources approached, level of assistance requested, and confirmed commitments.

  1. Requirements for City Support:

(1)As a condition of City support, your organization must:

(a)provide an indication that you have adopted and uphold equal opportunity and non-discrimination policies and sign and return the City's Declaration of a Non-Discrimination Policy;

(b)submit a declaration signed by at least two officers of your organization certifying that to the best of their knowledge, the information submitted as part of the request for a grant from the City of Toronto is accurate and complete and that the request for support is endorsed by the Board of Directors of the organization; and

(c)sign a Letter of Agreement demonstrating how City funds are to be used and agreeing to any specific conditions City Council may have attached to the recommended support.

  1. Application Submission:

(1)Please submit a complete copy of the application to:

Food Related Capital Grants Program

Social Development and Administration Division

Community and Neighbourhood Services

Station 1114, 11th Floor

Metro Hall

55 John Street

Toronto, ON M5V 3C6

Attention: Diahann Walcott

 

   
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